There are 3 Xero compatible export reports that can be run from within DragonDMS. The reports are found in the Accounts section of the Reports module. The reports need to be enabled by Dragon2000, and the users who wish to run these reports will need to have access to Accounts reports.
What is contained in each export?
Xero Export – Invoices – Contains the following sales invoices and sales credits:
Vehicle sales invoices and sales credits.
Supplier bonuses and credited bonuses.
Supplementary sales invoices and sales credits.
Service sales invoices and sales credits.
Parts sales invoices and sales credits.
Accounts sales invoices and sales credits.
Xero Export – Bills – Contains the following Purchase invoices and purchase credits:
Vehicle purchase invoices and purchase credits.
Purchase invoices for costs added to vehicle records, and credits.
Purchase invoices for costs added to service records, and credits.
Parts purchase invoices and purchase credits.
Accounts purchase invoices and purchase credits.
Xero Export – Journals – Contains the following journals and journal reversals:
Stock journals for vehicle purchased.
Stock journal reversal for vehicles sold.
Stock journals for credited vehicle sales.
Stock journal reversal for credited vehicle purchases.
How are the reports run?
The reports are run for a date range, the date relates to the creation date of the transaction. This allows users to run the report for a specific date, or date range to get all transactions created in that range, regardless of the invoice/ credit date. The reports will save as a csv.
To eliminate duplicate transactions being included in the export reports, we recommend that each time the reports are run a unique date range is used.
When the reports are saved, they are date and time stamped, allowing users to easily see which are the most recent reports.
How are the reports imported to Xero?
Once the reports have been exported from DragonDMS they can be imported to Xero using the Xero import process.
The below links will take you to step by step instructions on importing into Xero:
Importing Sales into Xero – Import customer invoices – Xero Central
Importing Purchases into Xero – Import bills and credit notes – Xero Central
Importing Journals into Xero – Add, import and post manual journals – Xero Central
Once imported the transactions are saved as drafts and need to be approved. Transactions can be approved or deleted from Drafts within Xero.
Important Note: When importing Sales Invoices, Xero will not allow transactions with the same sales invoice number to import. However, Xero will allow purchase invoices to have the same invoice number, so the user has to make sure they don’t import the same file multiple times or run the report for a date range already imported.
Nominal Code Setup
Prior to importing transactions into Xero, the nominal codes that are setup in DragonDMS must exist in Xero. Please contact our support team who can advise on setting this up in Xero.
Nominal codes in Xero have a tax rate, if the tax rate is setup as VAT on expenses the nominals code can then only be used for Purchase Invoices, if the tax rate is setup as VAT on Income the nominal code can then only be used for Sales Invoices
Contacts
Customer and Supplier accounts will be created in Xero for all sales invoices and Purchase invoices that are imported. The account will be created with the account name, email address and postal address setup in DragonDMS.
Exclusions
The following transaction types are not included in Xero Export files.
Vehicle write down journals.
Parts Stock journals.
Work in Progress journals.
Goodwill or Internal service jobs.
Users can run reports in DragonDMS to get the figures for the above and create manual journals in Xero at month end.
Payments
No Payments recorded in DragonDMS are posted to Xero – uses will need to manually mark Invoices/Credits as paid in Xero.
Journals
Xero has a limit on the number of journal lines that can be imported. The Maximum number of lines is 300.